Context
As we move forward with the collection of data, we need a policy for managing that data according to University guidelines. The creation/design of these forms is a joint effort between the UCL Marketing and Systems & Data team. This policy supports the university strategy of securing student information and lowering our risk of data breaches.
Service Level Agreement
FormAssembly, Kuali Build, and Wrike are the only approved tool for creating forms that collect student, class, or operational data.
Approval for publishing forms will go through the Systems and Data Team.
Creation of the forms can be done by the Systems and Data team and/or Marketing.
Approval of the form will be based on:
What data is being collect
Where the data is being sent.
Form data collected should not be sent to individual or department email addresses.
Form data should only end up in University approved systems. These include:
Salesforce
Zendesk
Google Sheets
Constant Contact
Access to the Formassembly form building tool will be managed by central campus currently being budgeted by the Systems and Data team.
Creation of forms should be part of formal project requirements and planned accordingly.
Questions
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Process
New forms/applications should go through a project review process. This is initiated through a Wrike project request → https://www.wrike.com/form/eyJhY2NvdW50SWQiOjk1MTMyMCwidGFza0Zvcm1JZCI6MzU3NDY4fQk0NzkyMTYwMzAyNDAwCWVhYmM2OTYwNGJmZWNlZTJkMDk1YTNkZDY5ZTVjY2JkNjMxMTMwMjEwNDZjYzkxMmUxZDk2MDE2YjQ2OTI4YzA=
This form will change as we formalize our service around form/application creation.
These project request forms will be considered:
Systems & Data team architecture review.
The type of data required to collect.
Process analysis; how is the information going to be managed/used.
These projects will be prioritized by DL Leadership.
Prioritized projects would then be planned by the service manager and included in our sprint planning.